The Xero - Tax Return process automatically files batches of all tax returns (received electronically via Xero Tax). The process calls out to Xero Tax on a scheduled daily basis (overnight) to retrieve all newly issued returns since the process was last run.
The tax returns that have been automatically filed display in the Client - Tax tab and in the Documents list (in the Clients - Documents tab or the main Documents list). For information on what is automatically created in FYI from Xero Tax, and where they display, refer to Displaying the Auto-Filed Tax Returns.
The Xero Tax Return process is only triggered when the return is a refund or nil, or if it has a date payable populated. If it is a payable notice but does not have a payable date, the process will not be triggered.
This article contains the following sections:
Note: The Xero Tax automation does not process Tax Returns retrospectively. The automation will only run for updates after the either the Start Date selected in the automation or the date the automation was set to active, whichever is the later.
Enabling Xero Tax Integration
To automatically file and process tax returns and assessments from Xero Tax (using the Tax automations). the Xero Tax app must be enabled by an FYI Admin. Refer to Enabling Xero Tax Integration (Australia Only) or Connecting FYI to Xero Tax for GreatSoft Practices.
Editing the Tax Return AutoFile
- From FYI, click the Automation menu option.
- Go to the Processes tab.
- In Xero - Tax Return, click the cog icon to edit this process.
- To make this process active, change the Status to "Active".
- Review the settings and steps and make any changes if needed.
The Trigger for the Tax Return AutoFile is "Scheduled Daily".
The Filter for this process is "All tax returns".
Select the name of the Owner of the process. If the process fails, an email will be sent to this user as notification. You can set this as "Me" to set yourself as the owner.
Start From allows you to enter the date from which you want to start retrieving the documents. If you enter a date in the past, this will import documents from that date, This will only import documents that have not already been imported.
Last Run shows the date the process was last run. It includes a green tick or a red X icon to indicate if the process ran as a success or with an error. Clicking the View history link displays the History tab filtered to show the history of the specific process, Refer to Automation History.
Process Steps
The step in the Tax Return AutoFile is to import from the Application Xero Tax and Action is set to Import Tax Return to file the returns that have been imported. The following shows how these are set by default.
The Filing section determines how the document is filed. These are set up with merge fields to include the from and to tax period in the file name, and to file the document in the relevant Year category.
Name - the Name includes the merge fields for the Tax Return («TaxPeriodFrom» - «TaxPeriodTo»).
AutoFile is disabled so the document will be filed using the settings in this process step.
Cabinet is set as default to "Final Reports & Returns".
For Year, this includes the merge field "TaxYear" so the email will be automatically filed in the relevant tax year for the Year category.
Filing - defaults to "Filed" so the email will be automatically filed.
In the Workflow section, the Owner is set as the client's Manager and the Status set as "Client Signed".
You can change any options for Filing, Workflow, or for creating a Task, and to enable Comments as required (refer to Automation Notifications). You can add steps if required (refer to Automation Process Steps and Process Step Details and Examples).
Note: If you need to change the any filing details, such as the Cabinet, for different types of returns, this can be done once the document is imported in FYI.
Note: Once everything is setup, note that the returns are imported overnight.